Decoding ServiceNow HAM Licensing: A Deep Dive into Resource Categories and Costs

[Priyanka Reddy1]

ServiceNow Hardware Asset Management (HAM) is a lifesaver for tracking your hardware — laptops, servers, you name it. But when it comes to licensing, it’s not just a “pay once and done” deal. HAM’s costs are tied to resource categories, a clever system that lets you pick what you manage and only pay for that. It’s flexible, but the price tag hinges on how many assets you’ve got and what categories you’re using. Let’s dig into how this works, what it costs, and how to keep your budget from spiraling — all with some real-world flavor to make it stick.

What’s HAM Licensing All About?

Forget a flat fee — ServiceNow HAM licensing is built around resource categories, which are basically buckets for different types of hardware. You decide which ones to “opt in” to — like laptops or servers — and your cost scales with how many assets you’re tracking in those buckets. It’s like picking toppings at a pizza joint: more toppings, higher bill, but you only pay for what you want. The catch? Costs are calculated in Subscription Units, and that’s where the math gets fun.

The Resource Categories Breakdown

HAM splits your hardware into these key categories, each with its own vibe:

• Servers: Physical servers — think rack or blade servers humming in a data center.
• End User Computing Devices: Laptops, desktops, anything your team uses daily.
• Networking Devices: Routers, switches, firewalls — your network’s backbone.
• Mobile Devices: Smartphones, tablets, wearables like smartwatches.
• Monitors: Every screen, from desk displays to conference room giants.
• Unclassified Hardware: Weird odds and ends that don’t fit elsewhere.
• Printers: From desktop inkjets to big office multifunction beasts.
• Storage: Hard drives, SSDs, NAS — where your data lives.

You opt into the ones you need, and each category unlocks HAM’s full toolkit — tracking, automation, normalization — for those assets. Opt out, and you save cash but get basic tracking only.

How Costs Add Up: Subscription Units 101

Here’s where it gets real: costs come from Subscription Units, and each category has a ratio of assets to units. Check this out:

• Servers: 1 server = 1 Subscription Unit (1:1). 
• End User Computing Devices: 4 laptops = 1 Subscription Unit (1:4). 
• Networking Devices: 5 routers = 1 Subscription Unit (1:5).
• Mobile Devices: 10 phones = 1 Subscription Unit (1:10). 
• Monitors: 15 screens = 1 Subscription Unit (1:15). 
• Unclassified Hardware: 1 item = 1 Subscription Unit (1:1).
• Printers: 10 printers = 1 Subscription Unit (1:10).
• Storage: 3 drives = 1 Subscription Unit (1:3).

You tally your assets, divide by the ratio, and round up fractions. Then, add up all your Subscription Units across opted-in categories. That total gets multiplied by ServiceNow’s per-unit price — which isn’t public, so you’ll need a quote from them. Simple, but it scales fast.

Example: Say you’ve got:

• 10 servers = 10 Subscription Units (10 / 1).
• 50 laptops = 13 Subscription Units (50 / 4 = 12.5, rounds to 13).
• 20 monitors = 2 Subscription Units (20 / 15 = 1.33, rounds to 2).

Total: 25 Subscription Units. If ServiceNow charges, say, $100 per unit (just a guess — get your own quote!), that’s $2,500. Add more assets or categories, and it climbs.

Opting In vs. Opting Out: The Money Game

You’ve got control here:

• Opt In: Pay up, but get HAM’s full power — think automated workflows and clean model data (e.g., “Dell XPS 13” standardized across records).
• Opt Out: Free ride, but no bells and whistles — just raw asset logs.

By default, everything’s opted out. Want to track servers but skip mobile devices? Opt into Servers, leave Mobile Devices off, and your bill shrinks. It’s all about what you need versus what you can skip.

HAM vs. HAM Pro: Cost Twist

• Standard HAM: Base model — covers tracking, stockrooms, and these categories. Costs stick to Subscription Units.
• HAM Pro: The premium version (extra fee, activated by ServiceNow). Adds AI insights and fancy reports, but the category-based cost structure stays. Pro just tacks on a higher base price.

Either way, your Subscription Units drive the core cost — it’s just about how much extra juice you want.

Real-Life Cost Scenarios

Let’s paint some pictures:

• Small Shop: 100 laptops, no servers. Opt into End User Computing Devices only. That’s 100 / 4 = 25 Subscription Units. At $100/unit (hypothetical), it’s $2,500. Lean and mean.
• Mid-Size Crew: 200 laptops, 15 servers, 30 monitors. Opt in three categories: 50 Subscription Units (laptops) + 15 (servers) + 2 (monitors) = 67 units. Maybe $6,700. More heft, more cost.
• Big Enterprise: 500 laptops, 50 servers, 100 phones, 20 routers. Four categories: 125 (laptops) + 50 (servers) + 10 (phones) + 4 (routers) = 189 units. Could be $18,900 or more. Scales quick!

Your actual cost depends on that per-unit rate — could be $50, $200, who knows? — so quotes are king.

Why This Matters

• Budget Control: Only pay for what you track. No servers? Skip ‘em.
• Surprises: Fractions round up, so 41 laptops cost more than 40. Watch those edges.
• Planning: Know your inventory, or you’re guessing at costs. Overestimate, and you overpay.

Tips to Keep Costs in Check

• Audit First: Count your gear before opting in. HAM’s tools can help.
• Start Small: Opt into one category, like laptops, then scale up as needed.
• Negotiate: Per-unit pricing’s flexible — haggle with ServiceNow based on your total units.
• Monitor Growth: Add 10 servers? That’s 10 more units. Keep an eye on it.

Wrap-Up

ServiceNow HAM licensing with resource categories is a smart setup — you pick your hardware buckets, tally your Subscription Units, and pay what fits. Servers at 1:1, laptops at 1:4, monitors at 1:15 — it’s all about ratios and choices. Costs can creep up, but with a solid inventory and a good quote, you’ll nail it. Whether you’re tracking 50 laptops or a full IT empire, HAM’s licensing lets you manage hardware without breaking the bank — just don’t sleep on the math!

[ShanmukGudapati]

A well-written and insightful article. I especially appreciated the depth of analysis and the practical perspectives shared. Looking forward to reading more content like this.

[LearningSnow1]

Thank you for sharing the details. Very helpful.

[mark_d2025]

Are retired devices considered in the liscensing counts?  If so, can they be excluded somehow?

[mikeybee227]

Great detailed explanation, much appreciated!
If you would help me understand Subscription allocation, specifically how it pertains to the Licensing Engine.  From what I understand, subscription unit allocation is accounted for in these two tables - alm_subscription_allocation & alm_license_metric_result, although I do not see them in my non-prod instances because I believe everything is being managed somehow by the Licensing Engine.  I had opted out of a resource category in a non-production environment, and want to ensure that is propagated through any related licensing tables.  Can you help??  My eyes are bleeding trying to find anything about this.